Job Details

Office Specialist 2

Oregon Employment Department, Salem

Job - Government

Close Date: 01/25/2019

Are you a skilled communicator with strong organizational skills? Looking for a position that provides office organization, clerical, and support services to managers and their teams? If this sounds like you, we invite you to apply for this opportunity today!

We are excited to announce an opening for an Office Specialist 2. This position is with the Oregon Employment Department's Workforce Operations Division. Bilingual applicants are encouraged to apply

There is one, permanent, full-time position located in Salem, Oregon.
This recruitment will be used to establish a list of qualified applicants to fill the current vacancy and may be used to fill future vacancies as they occur.
This position is represented by the Service Employees International Union (SEIU).

Our Mission: The Employment Department is a state agency with a mission to Support Business and Promote Employment. We accomplish this by administering the Unemployment Insurance (UI) program; recruiting and referring applicants to job openings and assisting job seekers in their employment searches (Workforce Operations); and developing and distributing workforce and economic information (Workforce and Economic Research).

Our Values: Openness, trust, and integrity; Quality with agility; Delighting the customer; Teamwork with responsibility; and Humor, fulfillment, and inclusion.

What you will be doing:
The primary purpose of this position is to provide administrative support to the Workforce Operations Division managers and staff, programs, and WorkSource centers. In this role you will:

Be responsible for using an agency account to make purchases as approved by management, knowing allowable expenses, and documenting this process
Coordinate and schedule job applicants for interviews, prepare interview materials and brief applicants prior to interviews
Order supplies, maintain the filing system, and distribute mail for the unit
Set up and initiate conference calls and schedule meetings
Make travel arrangements, including reservations for vehicles, lodging, conference registration and airfare
Review and maintain the shared drive to ensure data is accurate and up to date
Create, maintain, and update databases or excel spreadsheets to track key administrative components of important documents such as contracts, lease agreements, Memorandum of Understandings and other legal documents that support the Workforce Operations Division and WorkSource Centers
Serve as the first point of contact for customer calls, forwarding these calls to the appropriate source for resolution

What's in it for you:
We offer a workplace that balances productivity with enjoyment; promote an atmosphere of mutual respect, dedication, enthusiasm and optimism; and encourage learning and mentoring.

The Oregon Employment Department fosters fairness, equity, and inclusion to maintain a workplace environment where everyone is treated with respect and dignity regardless of race, color, national origin, religion, sex, sexual orientation, gender identity, marital status, age, veteran status, disability, or status as a victim of domestic violence, harassment, sexual assault, or stalking. This policy applies to every aspect of our employment practices, including recruitment, hiring, retention, promotion, and training. A goal of the Oregon Employment Department is to become an employer of choice for individuals of all backgrounds and promote an inclusive workplace culture that encourages diversity and allows employees to excel.

This is what you need:

Two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents; OR
An Associate's degree in Office Occupations or Office Technology; OR
Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.

Note: College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.

DESIRED ATTRIBUTES (Requested Skills): In addition to your related work experience and education, we will use the attributes below to determine whom to interview. You are not required to have all of these attributes, but please make sure that the ones you do have are clearly demonstrated in your application materials. Your application may be graded on spelling, grammar, punctuation, and presentation

Excellent customer service and communication skills, both in person, by telephone, and in writing
Attention to detail with excellent organizational skills
Ability to manage multiple tasks with interruptions
Ability to manage a heavy workload and prioritize tasks with competing deadlines
Proficiency in producing word processing documents using Microsoft and Proficiency in Microsoft Excel
Commitment to valuing diversity and promoting inclusion
Ability to Solve Problems and find solutions


Complete the online application, including the supplemental questions. Please use the name you want us to address you by.
Submit a professional cover letter; title the cover letter: "Cover Letter EMP19-0001oc"
Veteran's Points: For more information on the required documentation for veterans' preference points, please visit: Veterans Resources

Additional Information

The State of Oregon is excited to announce that we will transition our recruitment system to Workday. This change will take place in February 2019. For more information on how the transition will affect you, please visit the Applicant FAQ (Download PDF reader).

Working Conditions
Requires the ability to maintain objectivity, although customers may be emotional, angry or hostile. Must exercise tact and care in staff and public relations and to demonstrate good judgment. Uses the computer, telephone, copiers and other related technology extensively. Requires sitting for long periods of time and ability to walk short distances. May be requires to work overtime during periods of heavy workload

Complete Application
The application must include work experience that supports how you meet the minimum qualifications and Requested Skills above. A resume (attached or text) will not replace the work experience section of the application. Work Experience is based on a 40 hour work week. (Example: 20 hours a week for one year would equal six-months of work experience.)

Transcripts are required as part of our interview process if you are using education or coursework to meet the minimum qualifications. Transcripts can be provided at the time of application or during an in-person interview.

Equity and Inclusion:
View Equity and Inclusion Questions Used During Recruitments (Download PDF reader)

Criminal Records Check:
The Employment Department is committed to being a leader in providing its employees with fair and equal employment opportunities and recognizes that as a best practice in equity and inclusion, criminal background check policies shall be job related and consistent with business necessity. The agency will only consider information from the past four years (starting from the date of the arrest) for nonviolent offenses and the past seven years for violent offenses when conducting its own criminal records checks pursuant to Oregon Administrative Rules (OAR) 125-007-0200 through 125-007-0330. For positions with authorized access to FBI Criminal Justice Information Systems (CJIS) information, a separate criminal records check is conducted by the Oregon State Police. If you would like further information on how each criminal records check is conducted, please read our Criminal Records Check Policy (Download PDF reader) or contact us at the number below with any questions.?

Work Authorization
The Oregon Employment Department does not offer visa sponsorships. Within three days of hire, all applicants will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States.

Veteran's Points:
For more information on veterans' preference points, visit: Veterans Resources

Questions and Application Support:

For questions about the job announcement, call 503-947-1289.
For technical help with your login or online application issues, call 1-855-524-5627 from 6:30a to 5:30p PT M-F by leaving a voicemail. It may take up to 24 hours to receive a response. If you do not receive a response after 24 hours, you can email Technical Support at

The Oregon Employment Department is an Equal Opportunity, Affirmative Action Employer Committed to Workforce Diversity

Complete details: